Schedulista is designed to make your schedule available online for clients to book appointments with you. You are also able to set appointments for clients directly on your Calendar in the mobile app. For regular clients, you can set repeating appointments on your calendar.
You can also set a repeating series of empty classes or events on your calendar to quickly make various class times available to book through the online scheduler. You can also set repeating appointments, classes, or events on your calendar through the web app at Schedulista.com.
Important note about repeating appointments and classes
Repeating appointments can only be set on your end as a provider. You can also set repeating classes or events added directly to your calendar to make them available to book through the online scheduler.
Clients cannot create their own repeating appointments online, but they can join single occurrences of a repeating class online.
This allows you to consult with your client on the best time to set a repeating appointment or class. It also prevents someone from accidentally filling all of your availability.
Contents:
Setting a repeating appointment
Process overview
Select a service
Add an existing client or a new client
Choose repeating options
Save and send notification (or not)
(1) On the Calendar tab, go to the day you want to set the first appointment
(2) Tap on the time
(3) Select Service from the Create Appointment menu that appears
(4) On the Appointment details page, tap on Service
(5) Select the service for the appointment from your list
(6) Tap Add Client
(7) Add an existing client or create a new client to add
(a) Search for an existing client...
...and tap on the result to add to the appointment
or...
(b) Tap on the Create Client plus [+} symbol on the top right...
...fill in the client record fields, and then tap Done
Note: Only the First name field, marked in red, is required when you add a client record. We recommend getting full details from the client, especially their email address and phone number so that confirmations & reminders can be sent.
(8) Tap the Repeats? toggle to enable the repeating settings
Note: The default is weekly repeating appointment with a frequency of every week.
(9) Tap on Repeats every... to select the repeating settings
(10) On the Repeats page, tap Repeats... to select the type you'd like to set: daily, weekly, monthly, or yearly
Weekly type
Select which days of the week you want the appointments to appear
Daily type
On the Choose repeat type page, select the daily option
Monthly type
On the Choose repeat type page, select the monthly option
Choose the same day of the week each month (e.g. "3rd Monday of the month") or the same day each month (e.g. "19th day of the month")
Yearly type
On the Choose repeat type page, select the yearly option
(11) On the Repeats page, tap on Repeats every... to select the frequency of the repeating pattern
Weekly frequency
Between 1 week and 52 weeks
"1 week" repeats every week, "2 weeks" repeats every other week (biweekly), "3 weeks" repeats every 3 weeks (triweekly), and so on.
Daily frequency
Between 1 day and 30 days
"1 day" repeats every day, "2 days" repeats every other day, "3 days" repeats every 3 days, and so on.
Monthly frequency
Between 1 month and 30 months
"1 month" repeats every month, "2 months" repeats every other month (bimonthly), "3 months" repeats every 3 months (quarterly), and so on.
Yearly frequency
Between 1 year and 30 years
"1 year" repeats every year (annual), "2 years" repeats every other year (biennially), "3 years" repeats every 3 years (triennially), and so on.
(12) On the Repeats page, tap the back arrow on the top left to return to the Appointment details page
(13) Tap on Ends... to select when you'd like the repeating series of appointments to end
(14) On the Ends page, select from one of three (3) options:
Ends Never
This is the default option.
Repeating appointment will continue indefinitely. You can adjust this to another ending option in the future, if you need, or cancel the repeating series.
Ends After
Repeating appointments will end after the number of occurrences you specify.
Tap or press on the slider to adjust the number of occurrences you want to set.
Ends On Date
Repeating appointments will end on the date you select.
Use the scroll wheels to select the end date (month, day, year)
Tap Done on the date selector menu to set
(15) On the Ends page, tap the back arrow on the top left to return to the Appointment details page
(16) With all repeating settings done, tap Save
(17) (optional) By default, if the client record has an email address, a confirmation email notification is sent to clients when you set an appointment. You can opt to not send the confirmation by tapping the Email notification? toggle off.
Note: Reminder emails will be sent for each appointment in the repeating series whether you choose to send confirmation or not.
If you opt not to send the confirmation, tap Save to set the appointment.
(18) (optional) If you choose to send the confirmation email, you'll have the choice to include a custom personal message. Tap the Customize message? toggle to enable.
Enter your message in the new field
Once your message is entered, tap Save to set the appointment
(19) If you've skipped Steps 17 and 18, tap Save to set the appointment
Repeating classes or events
You can add repeating classes (or events) to your calendar in the same fashion as an appointment by selecting the class as your Service.
Learn more about classes here.
A class or repeating series of classes must be added to the calendar first before you can add clients as "attendees" to the class(es). Adding the class(es) to the calendar also makes it/them available to book through the online scheduler.
You can see more on adding clients to a class as attendees here.
Adding clients to multiple classes
Our multi-add feature will allow you to add a client to multiple occurrences of a class once the repeating series has been added to your calendar.
More on that here.
Upcoming appointments list in client history
The list of upcoming appointments on a client record will only show the next 10 occurrences for any repeating series of appointments. As an appointment in the series is completed, another one (if there is one) is added to the list.
The list of upcoming appointments that clients see at the bottom of an online summary page for an appointment will also only show the next 10 occurrences in a repeating series.
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